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Admin Assistant

3 months ago

Cape Town, Western Cape, South Africa Kazin Trading Full time

OFFICE MANAGEMENT:

  • Keep the office in a tidy and clean state by managing the employee tasked with cleaning the office.
  • Maintain sufficient stationery, cleaning products and tools necessary to run the office.
  • Task the employee who cleans the office to "spring" clean cupboards, fridge, microwave every so often.
  • Keep the office in a presentable state for customers.
  • Keep the filing up to date and ensure all desks are kept in a presentable condition.

SALES REP ASSISTANCE:

  • Assist with walk in clients with information on the various Kazin units and send out quotes.
  • Follow up with clients who were sent quotes.
  • Assist with admin related tasks such as unit movements, lease agreements, quotes, etc.
  • Give the driver instructions on which units to deliver/collect on instruction from the sales rep, ensuring they have the correct paperwork etc.
  • Ensure the yard assistant does their daily duties such as clean the office, perform the fortnightly branch tool, and stock count, put up and take down the tear drop banners etc.
  • Save soft copies of lease agreements and delivery notes on the server and keep up the folder structure of the lease agreements and delivery notes (old vs new folders when unit is returned).
  • Complete the admin section of the rental return and refund sheets for offhire units and give these to the yard supervisor.
  • Ensure the correct process is followed with the refund and refurb processes and documentation.
  • Assist with any other task the sales rep requires you to complete.

REFURBS:

  • Create client folders & save unit photos sent from the driver.
  • Print refurb checklists, inspect units and fill out checklists.
  • Print refurb checklists, inspect units and fill out checklists.


 Minor Refurb
  • Explain to the yard assistant what needs to be fixed.
  • Ensure refurb checklist is completed for all returning rentals and follow up on repairs to units if not completed.


 Filing checklists
  • FIFO
  • Final check on units
  • Only if the sales rep is not available.
  • Take finished refurb photos and add them to the client folder.

REFUNDS:

  • Complete "Refund Sheet" as per refund SOP.

GENERAL:

  • Ensure all units in the yard have keys and tags attached. This forms part of the weekly count.
  • Maintain rental and yard unit key system.
  • Create and maintain Gumtree advertising for stock seized from outstanding debtors.
  • Fill out tenders and gather supporting documentation for each submission, liaising with the respective sales rep whom you are assisting with filing out the tender, as well as the sales manager.
  • Assist with contacting debtors and updating call lists weekly.
  • Assist with obtaining quotes and pricing from suppliers when necessary.
  • Assist the members of staff with any admin related task requested to do.
  • Order office supplies and other goods for the branch upon instruction.

Job Types:
Full-time, Permanent

Salary:
R11 000,00 per month

Ability to commute/relocate:

  • Cape Town,

Western Cape:
Reliably commute or planning to relocate before starting work (preferred)

Education:

  • High School (matric) (required)

Experience:

  • Administration / Office: 2 years (preferred)